1. Department of Public Works Robinson Park Recreation Center Renovation – Revised Selection Process for Design Services November 4, 2013

2. Department of Public Works 2 Background September 16, 2013  Recommended City Council authorize design contract with Gonzalez Goodale Architects  RFP process reviewed at February 20 & June 25 Steering Committee & May 7 Human Services/ Recreation & Parks Commission meetings  17 proposals reviewed by staff panel representing 3 departments  4 top firms, including 2 Pasadena firms, interviewed by 4 staff & 1 Steering Committee member

3. Department of Public Works Background September 16  City Council direction – modify RFP selection process to include greater community participation September 24 Steering Committee meeting  Steering Committee discussion & public input  By October 3 – Committee members independently review  RFP Evaluation & Criteria  Interview Criteria  Other RFP language 3

4. Department of Public Works Background October 22 Steering Committee meeting  Reviewed revised RFP based on Committee input  Majority of Committee agreed with changes to RFP  Committee voted 7 – 2 to keep community engagement & outreach component within RFP  Central leadership provides greatest accountability  Cannot be gap between outreach & design personnel since design team must synthesize input received & express in building design  By November 4 - Committee members provide suggested RFP language to staff  Staff has incorporated these changes into final RFP 4

5. Department of Public Works RFP Selection Process - Revised Issue revised RFP to 17 firms that submitted proposals for project  Proposers may modify original proposals including substituting sub-consultants & augmenting teams  December 3 – submission deadline Selection Committee  3 City staff & 3 Steering Committee members  1 designated alternate from staff & Committee  November 13 – Selection Committee will be invited to attend mandatory pre-proposal conference 5

6. Department of Public Works Proposal Evaluation Criteria - Revised Proposal Evaluation Criteria Initial Weight Revised WeightEmphasis Qualification based on overall professional & practical experience 1015General experience Specific experience in design & construction of community centers 3520General experience Specific experience of firm & key personnel in community engagement process 515Community engagement 6 3 revisions emphasize  Community engagement & outreach  General experience

7. Department of Public Works Interview Evaluation Criteria - Revised 1 new criteria & reallocation of points emphasize community engagement & outreach 7 Proposal Evaluation Criteria Initial Weight Revised WeightEmphasis Understanding of technical issues for design & construction 12.510Reallocation Design approach12.510Reallocation Project approach12.510Reallocation Key issues & project goals12.510Reallocation New – Panel questions regarding community concerns ---10Community engagement

8. Department of Public Works RFP Language - Revisions Numerous revisions emphasizing  Community engagement & outreach  Local hire  General experience  Steering Committee involvement 8

9. Department of Public Works RFP Language - Revisions Community engagement & outreach revisions 9 RFP SectionRevision Description 7Adds goals for community engagement & outreach including participation, collaboration, consensus & action 9APublish meeting notices in Pasadena Journal & La Opinion 2 weeks prior to meeting dates 9A & 10ASubmit final Community Engagement & Outreach Plan within 30 calendar days of Notice to Proceed 14FProposal must include information about how proposer will attain community engagement & outreach goals outlining task approach for first 30, 60 & 90 days

10. Department of Public Works RFP Language - Revisions Local hire revisions 10 RFP SectionRevision Description 9ARequires 2 Local Subcontracting & Local Hiring community meetings with Purchasing Division staff during Construction Documents & Bidding phases 16Must submit list of potential local hires & local hire plan for prime consultant & sub-consultants should Proposer be awarded contract

11. Department of Public Works RFP Language - Revisions General experience & Steering Committee involvement revisions 11 RFP SectionRevision Description 12AArchitect must have successfully completed 2 public projects of comparable complexity with recreational use of minimum 10,000 SF in CA within last 10 years (previously 8 years) 12AArchitect must have successfully completed 2 community engagement processes of similar size & scope in CA within last 10 years (previously 8 years) 13AEstablishes Selection Committee consisting of 3 staff & 3 Steering Committee members

12. Department of Public Works Recommendation Concur with staff on revised selection process for professional design services as recommended by Robinson Park Recreation Center Renovation Project Steering Committee as outlined in report & presentation 12